Everything a monitor’s phone offers, and everything the worker checks and prices, comes from the project’s setup. The firm’s setup decides; very little is hard-coded. Name things the way the contract names them, and the system does the rest. This guide uses the example world’s Bayline County ROW, Hurricane Delphine.
Setting up needs the Setup grant (an admin holds every grant). Every change is audited.
1. The firm’s records
Section titled “1. The firm’s records”In The firm area:
- Clients: the jurisdiction paying, such as Bayline County. Reused across disasters, archived and never deleted.
- Declaration events: the disaster and its reference, such as Hurricane Delphine,
DR-9001-FL. One shared record; several clients’ projects may point at it. - Contractors: each hauling company, such as Coastline Haulers LLC. A prime holds a contract; subs are typed in under their prime when their truck is certified, at most two tiers.
- The firm’s lists: program types, debris types, payable types, reasons and the rest. Seeded at install; add, rename and archive what your contracts need. See Lists.
2. The project
Section titled “2. The project”Projects → New project. One body of work for one client under one declaration event. Use a separate project per funder or kind of work (ROW, PPDR…).
| Setting | Example |
|---|---|
| Project name | As the contract names it: Bayline County ROW, Hurricane Delphine |
| Client, declaration event | Bayline County, Hurricane Delphine |
| Program type | ROW (a program type that requires ROEs, such as PPDR, makes every collection, unit rate ticket and survey carry one) |
| Time zone | America/New_York: every ticket’s time is read in it |
| Active from, to | 12 October 2026 to 31 January 2027 (leave the end empty while it isn’t known) |
| How tickets are numbered | Numbers the phones make (blocks of 1,000 per phone), or pre-printed control tickets (enter their ranges) |
| Ticket types and kinds of unit rate work | Loads, haul-outs, unit rate work: hangers, leaners, stumps… |
Then, in Project setup: Allow split loads, the load call limits (5% and 95% unless you change them; empty turns a check off; 0% is always flagged), the stump checks and fill depth, the site circle’s radius, field tags, and the project’s primes and contracts. A contract is a name, its prime and an optional link to the signed copy: “Coastline, Bayline ROW 2026”.
3. Forms and debris types
Section titled “3. Forms and debris types”Setup → Forms. One form per kind of document: load, haul-out, unit rate, truck certificate, ROE, survey, incident, citizen drop-off log. Add debris types to the load and haul-out forms as the contract names the work (on P1’s load form: Vegetative, C&D; on its haul-out form: Mulch, marked reduced, grinding). Monitors pick from these at both ends of a load; a rule matches only the exact entry. Surveys, ROEs, incidents and drop-off logs may carry the firm’s own fields.
4. Pay items
Section titled “4. Pay items”Setup → Pay items. Each priced line of the contract: a code unique on the project
(VEG-HAUL-CY-15), the firm’s description (“ROW VEG haul 0–15 mi”), the payable type it
prices, the unit, a size band where several pay items of one type are told apart by size,
the capture settings, and a rate for each prime.
| Code | Description | Unit | Coastline’s rate |
|---|---|---|---|
VEG-HAUL-CY-15 | ROW VEG haul 0–15 mi | CY | $7.50 |
CD-HAUL-CY-15 | ROW C&D haul 0–15 mi | CY | $8.25 |
TIP-FEE-CY-BCL | Tipping fee, Bayline County Landfill | CY | $4.00 |
HNG-RMV-EA | Hanger removal | EA | $68.00 |
A pay item’s Pays when part writes and keeps its own rule, one per contract whose prime has a rate on it and per form it pays on, so most pricing is set up right here.
5. Rules
Section titled “5. Rules”Setup → Rules. For everything Pays when doesn’t cover: each rule names one contract, has ifs that must all hold, and actions (Add transaction #n, Remove transaction #n, Void ticket). All passing rules run, in number order. A rule with no add (a remove or void rule) may name no contract, such as “Old Quarry Pit: void”. Before a change is saved, Show matches says how many tickets and lines it would change; Reprocess applies it to every ticket not locked as invoiced. See The ledger and the audit trail.
6. Disposal sites
Section titled “6. Disposal sites”Setup → Disposal sites. Each site the project uses, entered on each project that uses it:
| Field | Example: Bayline County Landfill |
|---|---|
| Site type | Final Disposal (the others: TDSR/DMS, Transfer Station, Other, or the firm’s own) |
| Site facts | Takes loads, Charges a tipping fee (the others: Haul-outs leave here, only on a TDSR/DMS, and Ineligible site) |
| Short code, permit | BCL, FDEP-SW-0098 |
| GPS | 39.00000000, −75.58000000 (decimal degrees, up to eight places) |
| Activation and close dates | Active from 12 October 2026 |
A ticket at a site without the matching fact is flagged. The site’s quantity lookup is worked out from your rules: what a tower there asks for (a load call, or a scale weight where the paying pay item is by weight).
7. The project map
Section titled “7. The project map”Setup → Project map. Load the boundary and its zones from a shapefile (.zip), GeoJSON or KML,
or from an Esri layer, and name the field that names each zone. Reconciliation attaches a zone from
each ticket’s GPS; a collection outside the boundary is flagged. Each map loaded is kept as a
version.
8. Certifications and ROEs
Section titled “8. Certifications and ROEs”- Certifications are made on phones assigned to certify (see Certifications). A certification on paper is entered in the back office with its measured boxes: the server works out the capacity; nobody types it.
- ROEs come from the phones or from paper. Enter a paper ROE’s number, parcel, owner and signed date, and its scope from the paper: the debris types and unit rate work the owner allowed.
9. The setup check
Section titled “9. The setup check”Setup → Setup check lists what the setup leaves open before the field day, each said plainly, so no rule or setting is silently inert:
- a site that charges a tipping fee with no tipping fee pay item linked;
- a debris type on a load or haul-out form that no rule of the form can pay;
- a pay item a rule adds on a prime’s contract that holds no rate for that prime;
- size bands of one payable type that overlap, or leave a stretch in no band;
- crew-day steps that leave hours in no step;
- an active rule that isn’t valid, and why: it never runs.
It lists and never refuses. Fix what it says, then dispatch the first day.